EPA Records Schedule 115
Status: Final, 02/13/2007
Title: Privacy Act Amendment Case Files
Program: All Programs
Function: 404-142-02 - Data Collection
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- General Records Schedule 14/22
Files relating to an individual's request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2), to the individual's request for a review of EPA's refusal of the individual's request to amend a record as provided for under 5 U.S.C. 552a (d)(3), and to any civil action brought by the individual against EPA as provided under 5 U.S.C. 552a(g).
Item a: Requests to amend agreed to by EPA
Includes individual's requests to amend, copies of replies thereto, and related materials.
Dispose of in accordance with the approved disposition instructions for the related subject individual's record or 4 years after agency's agreement to amend, whichever is later.
Item b: Requests to amend refused by EPA
Includes individual's request to amend to review refusal to amend, copies of replies thereto, statement of disagreement, justification for refusal to amend a record, and related materials.
Dispose of in accordance with the approved disposition instructions for the related subject individual's record or 4 years after final determination by agency, or 3 years after final adjudication by courts, whichever is later.
Item c: Appealed requests to amend
Includes all files created in responding to appeals under the Privacy Act for refusal to amend a record.
Dispose of in accordance with the approved disposition instructions for related subject individual's record or 3 years after final adjudication by courts, whichever is later.
These records are usually maintained by the System Manager (as defined in the Privacy Act Manual 2190) or in the files maintained by the System Manager's unit. Records for cases that are appealed may be maintained by the Privacy Act Officer.
Privacy Act Requests Files are covered in EPA 112. Dispose of records relating to the general Agency implementation of the Privacy Act in accordance with EPA 113, Privacy Act Administrative Files and Reports. Privacy Act Accounting of Disclosure Files are scheduled as EPA 116 and Privacy Act Control Files as EPA 117.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
Conforms to the NARA General Records Schedule 14, item 22.
Item d for electronic mail and word processing system copies was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.
EPA 112, EPA 113, EPA 116, EPA 117
Previous NARA Disposal Authority:
EPA Approval: Not applicable
NARA Approval: 12/00/1998